Evaluation of the School Clearance Process: Basis for the Development of a Web-Based Clearance Management System

Abstract

The manual school clearance process at Madridejos Community College (MCC) frequently leads to delays, incomplete signatures, confusing instructions, and dissatisfaction among students. This study evaluates the current clearance process to provide a basis for developing a web-based clearance management system. Using a descriptive survey design, data were gathered from students, instructors, and administrative personnel through online and pen-and-paper questionnaires. Results indicate a significant perception gap between stakeholders: students reported lower satisfaction levels and moderate agreement on issues such as missing signatures, confusing instructions, and unreasonable time requirements, while instructors and administrative personnel rated the process more positively. Processing times revealed marked asymmetry, with students spending considerably more time per step and often requiring multiple visits, whereas staff completed tasks quickly and efficiently. These findings demonstrate that inefficiencies stem primarily from physical coordination demands and paper-based handling rather than review complexity. The predominant recommendation across all groups was the implementation of a web-based clearance management system featuring digital forms, electronic signatures, real-time tracking, and database integration.